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Working with business cards

From: Outlook 2010 Essential Training

Video: Working with business cards

It will probably be sometime before traditional paper business cards disappear. After all, it's not very easy to jot down someone's phone number on a cocktail napkin when you're holding a plate of hors d'oeuvres. Creating business cards in Outlook will undoubtedly save a few trees in the forest, and prevent you from spilling wine down the front of your shirt. We are going to start by looking at the business card, and they are automatically created every time you create a new Outlook contact record. So we're going to click on Contacts in the Navigation pane, and pull up our friend Byron Acosta by giving him a double-click, and you see there is start of a business card. And it's pretty good, but I would like to change that a little bit.

Working with business cards

It will probably be sometime before traditional paper business cards disappear. After all, it's not very easy to jot down someone's phone number on a cocktail napkin when you're holding a plate of hors d'oeuvres. Creating business cards in Outlook will undoubtedly save a few trees in the forest, and prevent you from spilling wine down the front of your shirt. We are going to start by looking at the business card, and they are automatically created every time you create a new Outlook contact record. So we're going to click on Contacts in the Navigation pane, and pull up our friend Byron Acosta by giving him a double-click, and you see there is start of a business card. And it's pretty good, but I would like to change that a little bit.

I'd like to emphasize his name, and I'd like to include his fax number. So to edit a business card, we simply give it a double-click. We have lots of choices that we can make. First choice is to change any of the information that I see here; for example, I can change his name, or his phone or his address simply by clicking on the appropriate line and making the change. So I'm going to change his name, and you notice it's already bolded.

But I'm going to change the color to bright red, and I click OK, and his name is now in red. To add a new field, I click on Add, and Outlook gives me a number of choices here, and sometimes I have to use a little detective work. Let's see, a fax number - I think that's considered a phone number, so I'm going to go to the Phone section, find Business Fax, and I am now seeing the Business Fax was added into the business card.

But I'm still not happy with the way that looks. I'd like that fax number to be a little lower on the page, right under his work number and on top of the e-mail address. So I'm going to click on his fax number, and I'm going to hit the down arrow and move that number right there; but there is one thing I don't like, and that is I'm not quite sure that that's a fax number. I'd like one of those little labels next to it. So I notice here that there's no label next to the fax. I am going to click No Label, and I'd like that label to be to the right of the number.

I'd like it to say simply Fax. I like that. So I'm going to click OK and by the way, if you're not happy with the changes you made, you could always double-click the card again and make further changes, or click Reset Card to change the card back to the way it was originally. I'm going to click Save & Close to save my changes, and now the fun begins. My coworker Greg has requested to have Byron's information.

So again, I could type all this out and send it to him in an e-mail, but I'm going to do it a little bit easier. I'm going to send him an e-mail. So I go back to the Mail icon. I am going to send a new e-mail message, and I'm going to type Greg's name in the To line, and give the appropriate subject, and sign my name. Now, I'm going to go over here to Attach Item, and I'm going to attach Business Card. I am going to click on Other Business Cards, scroll to my friend Byron Acosta and click OK.

And you notice that a new file has now been attached to Greg. We also have a copy of the business card in the body of my e-mail. I don't really think Greg needs to have this business card, so I'm going to click it, and delete it. But I'm still going to be sending this file off to my friend Greg. So I click the Send button. Off it hurdles through cyberspace. Now, Greg receives it, and he might want to return the favor and send me a business card.

Here's the e-mail from Greg, which I simply open, and you can see there is a contact record attached to it. When I double-click it, an Outlook contact record opens, and sure enough all of Alfred's information has already been filled in by Greg. I simply click Save & Close, and that contact record has now been added to my Contacts. So I can click on Contacts in my Navigation Bar, and sure enough, there's Alfred Acosta that's been sent to me by Greg.

One of my pet peeves is seeing a mountain of business cards on someone's desk. They are not doing anyone any good, and to me they represent a lot of wasted paper. Maybe our new motto should be, go green with Outlook business cards.

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This video is part of

Image for Outlook 2010 Essential Training
Outlook 2010 Essential Training

45 video lessons · 38326 viewers

Karen Fredricks
Author

 
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  1. 1m 14s
    1. Introduction
      1m 14s
  2. 9m 46s
    1. The Outlook interface
      2m 46s
    2. Starting Outlook
      2m 35s
    3. Setting up IMAP/Exchange accounts
      2m 0s
    4. Setting up POP accounts
      2m 25s
  3. 33m 47s
    1. Introducing contacts
      2m 14s
    2. Adding contacts
      6m 7s
    3. Working with business cards
      4m 42s
    4. Viewing contacts
      5m 31s
    5. Searching for contacts
      3m 13s
    6. Creating contact folders
      6m 33s
    7. Creating contact groups
      5m 27s
  4. 21m 24s
    1. Introducing email
      2m 1s
    2. Finding the inbox
      3m 18s
    3. Reading email
      3m 12s
    4. Flagging and categorizing messages
      5m 9s
    5. Organizing messages with folders
      3m 7s
    6. Searching for messages
      4m 37s
  5. 23m 56s
    1. Creating new messages
      4m 48s
    2. Formatting a message
      4m 0s
    3. Replying and forwarding
      2m 54s
    4. Adding attachments
      2m 50s
    5. Working with signatures
      4m 1s
    6. Working with autocorrect and quick parts
      5m 23s
  6. 12m 23s
    1. Setting up protection levels
      5m 34s
    2. Sending spam to the trash pile
      2m 25s
    3. Recovering messages from the spam folder
      4m 24s
  7. 22m 51s
    1. Introducing Calendar
      3m 26s
    2. Creating appointments
      4m 49s
    3. Creating meetings
      4m 7s
    4. Creating and working with multiple calendars
      4m 22s
    5. Setting events and holidays
      6m 7s
  8. 36m 35s
    1. Deleting items from Outlook
      3m 52s
    2. Configuring options
      4m 25s
    3. Using the Conversation view
      3m 34s
    4. Quick Steps
      5m 57s
    5. Setting rules to handle incoming email
      4m 47s
    6. Using drag and drop
      3m 26s
    7. Cleaning up your inbox automatically
      5m 48s
    8. Managing Outlook data
      4m 46s
  9. 12m 52s
    1. Outlook Social Connector
      3m 7s
    2. Subscribing to blogs
      2m 50s
    3. Creating notes
      2m 33s
    4. Creating and organizing tasks
      4m 22s
  10. 28s
    1. Goodbye
      28s

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